Conditions of Use for the Uwe Johnson Archive

The Uwe Johnson Archive (Uwe Johnson-Archiv – UJA) is a depository of the Johannes and Annitta Fries Foundation (Johannes und Annitta Fries Stiftung) at the University of Rostock and supports scientific and journalistic work. In addition to archived papers, documents, books, photos and records, it also includes images and objects from the estate of author Uwe Johnson (1934−1984). The Uwe Johnson Research Centre (Uwe Johnson-Forschungsstelle – UJFS) provides academic oversight of the UJA. Access to the collections is made possible by the cataloguing and preservation activities of staff members at the UJFS and Rostock University Library. The collections of the UJA are held in the Special Collections Department of Rostock University Library and made available to consult in the Reading Room of the Special Collections Department in the Michaeliskloster at Altbettelmönchstrasse  4.

1.1 The regulations set out in the Terms of Use (Benutzungsordnung) of Rostock University Library as amended shall apply.¹

1.2 Use of the UJA is subject to registration with Rostock University Library and a separate request for use. By signing a request for use, users undertake to adhere to the Terms of Use of Rostock University Library and the following conditions of use of the UJA.

1.3 In accordance with § 34 of the Terms of Use of Rostock University Library, the following separate conditions of use are hereby determined for the UJA.

Queries and requests for use must be sent in advance and in writing to the UJFS at johnson-archiv@uni-rostock.de, which shall then send a response.

3.1 The library of the UJA comprises the private and professional library of the author Uwe Johnson, various collections and research literature about the author, including publications based on evaluations of archived records.

3.2 Users can order books using loan request forms, with these books made available in the Reading Room of the Special Collections Department.

3.3 The library of the UJA does not engage in inter-library loans with other libraries, either in Germany or internationally.

3.4 The Terms of Use of the Special Collections Department at Rostock University Library shall also apply.

4.1 Registration procedure for access to the archived papers and other non-book materials (hereinafter referred to collectively as “archival materials”)

4.1.1 Each user shall submit a request to use the archival materials, present a valid form of identification and enter their details in the visitor’s book.

4.1.2 In order to access the archival materials, the request shall state in writing the subject and purpose of use. If a user wishes to access the archival materials for a new or different topic, a new request shall be required.

4.1.3 The request form is available on the UJA website.

4.1.4 Once issued, approval of a request remains valid for the remainder of the calendar year.

4.2 Use

4.2.1 Authorised staff members of the UJFS approve requests for use. Users may be granted full or partial use or have their use time-limited or made subject to additional conditions or ancillary provisions if required by – copyrights, personal rights or data protection rights, – inventory records or contractual records, – the condition of the archival materials, – the arrangement of the archival materials, or if the research purpose can be achieved by examining available publications, reproductions or microfilm.

4.2.2 Access to letters and other personal archival materials is only permitted with the prior written consent of the individuals concerned, their legal successors or other rights holders in the context of applicable data protection laws and in accordance with the Landesdatenschutzgesetz - DSG M-V (State Data Protection Act of Mecklenburg-Vorpommern) as amended² (with such use generally permitted no less than 10 years after the creator’s death). The corresponding approvals must be submitted to the UJFS.

4.2.3 Archival materials can be ordered using the designated loan request slips. A separate request must be completed for each item from the archive.

4.2.4 Documents shall be treated with care and left in the order in which users find them. It is prohibited to remove parts of archival materials such as pages, sheets of notes, envelopes, stamps and so on, to add comments to or erase comments from the archival materials, to use the archival materials as a firm writing surface or to trace from the archival materials.

4.2.5 Users shall inform a staff member of Rostock University Library immediately of any existing damage of which they become aware after receiving the archival materials.

4.2.6 Users may copy extracts of the archival materials and make notes about the archival materials.

4.2.7 Users may only work in pencil; the use of fountain pens, ballpoint pens and similar writing implements is not permitted. If necessary, pencils can be provided upon request.

4.2.8 While using the archives, users shall follow instructions issued by staff members of the UJFS and/or Rostock University Library.

5.1 Reproductions of materials may not be made without the approval of the UJFS.

5.2 Copies and photographs of materials shall only be produced or commissioned by staff members of the UJFS.

5.3 Copying extensive manuscripts or entire series of letters in full is prohibited. As a rule, each user is permitted to make up to 20 copies per topic. Exceptions, e.g. for scholarly edition projects, shall be decided on a case-by-case basis.

5.4 Copies may only be produced for personal use and may not be forwarded to third parties without the approval of the UJFS. It is not permitted to publish copies or use them for anything other than the agreed purpose.

5.5 The fees for copying and reproduction orders are defined in the Gebührenordnung (Fee Regulations)³ of the University of Rostock as amended.

6.1 Permission to access the archival materials does not include permission to publish them. Users undertake to observe copyrights (which usually extend for 70 years after the creator’s death) and/or publishing rights and personal rights in their use of the archival materials. An application for publication of materials must be accompanied by written approval from the rights holder.

6.2 The publication of original texts and quotations from such texts requires the prior approval of both the Peter Suhrkamp Foundation (Peter Suhrkamp-Stiftung) and the Johannes and Annitta Fries Foundation. Such approval must be obtained separately through an application for approval to publish. Users shall bear responsibility and sole liability for ensuring that these rights are observed. The University of Rostock and the UJFS accept no responsibility for users’ violation of these rights.

6.3 Publications in any and all forms of media, including on electronic data storage devices and in data networks, shall require prior approval. In the event of violations of this provision, users may be barred from further use of the UJA. The University of Rostock, the Peter Suhrkamp Foundation and the Johannes and Annitta Fries Foundation reserve the right to assert further claims, in particular claims for damages.

6.4 In publications, the ownership of materials must be specified as follows: Uwe Johnson Archive Rostock (Depository of the Johannes and Annitta Fries Foundation), reference code

6.5 When permitting a user to transcribe, copy or publish materials, the rights holders shall not lose their right to use these materials in all forms or to permit such use by other persons.

6.6 Users undertake to supply the UJFS, free of charge, with a specimen copy of any and all publications, subsequent editions or derivative works resulting from the use of the archival materials, for inclusion in the UJA upon their publication. This shall also apply to works produced in the context of degree studies and to other pieces of academic work (e.g. examination papers; Diplom, bachelor’s and Magister theses; doctoral theses; catalogues, etc.).

7.1 Materials shall only be loaned and shipped either for exhibition purposes or for reproductions, digital versions to be made, etc. in consultation with the UJFS and the University Library.

7.2 Loans are only possible when the materials’ condition permits and their condition is effectively protected and sufficiently insured against loss, damage and unauthorised use.

7.3 Loan requests must be submitted to UJFS at least six months in advance.

7.4 The details shall be specified in a loan agreement concluded between the various parties, in particular the Johannes and Annitta Fries Foundation.

Robert Zepf
Director
Rostock University Library

Prof. Dr. Holger Helbig
Uwe Johnson Research Centre at the University of Rostock

attachment Benutzungsantrag